How should I format my email when submitting a request and/or invoice to Accounts Payable?

All payment requests, wires, and/or invoices must be submitted electronically, via email, to apinvoices@kent.edu.

Note the following:

  • Payment requests and approvals must be submitted from kent.edu email accounts.
  • Each emailed submission may contain only one PO invoice, payment request form (and associated documentation), or wire request form (and associated documentation.)
    • Our processing system converts every submission into a PDF file that contains the body of the email as well as its attachments, which means that your email is part of the payment documentation. We then key and index each request separately.
  • The subject lines on submission emails should be formatted as follows, so that we can sort, search, and find requests about which we receive inquiries.
    • PO invoices
      • Format: <vendor name><invoice # or service date when there is no invoice number><PO#>
      • Example: ABC Company 12345 P0012345
    • Payment request forms
      • Format: <vendor name><invoice # or service date when there is no invoice #>
      • Example: ABC Company 06/24/20
    • Wire requests
      • Format: <WIRE><vendor name><invoice # or service date when there is no invoice number><PO# when applicable>
      • Example: WIRE ABC Company 12345 P0012345